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0.Table of Contents

0.Table of Contents.

1. Login.

2. Display reservation.

2.1 Display reservation – main page. 2

2.2 Reservation details.

3. Add admin info.

3.1 View location page.

3.1.1 Rate info sub page.

3.1.2 Location Info sub page.

3.2 Vehicles page.

3.3. Insurances page.

3.4 Extras page.

3.5 Vehicle pictures page.

3.6 Extra pictures page.

3.7 Daily ranges page.

3.8 Seasons page.

4. Mail Admin.

5. Logout

1. Login

The login page (Screenshot 1) allows the user to enter the system. The page has two fields, which must be filled:

Username – the username of the user.

Password – the password of the user.

Tab key or mouse can be used to move between the fields. After the fields are filled, the user clicks the Login button.

Note: Two persons can’t be logged in with the same username at the same time.

Screenshot 1. The log in page.

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2. Display reservation

Display Reservation page (Screenshot 2) is loaded by default, after the user has logged in into the system. The Main Menu of all pages in the system includes 4 links:

Add Admin Info – this section allows to add/modify/delete all information about car rentals and services they provide.

Display Reservation – this section is meant for working with existing reservations. The user can view/modify/delete and make needed actions to the reservations.

Mail Admin – this part of the system allows the user to modify the Type Mails.

Logout – the user can log out of the system. Please note: always log out, when not using the system for a longer time period.

Screenshot 2. Display reservation main page

2.1 Display reservation – main page

The main page of Display reservation contains a ten-column table (Screenshot 2). Between the Main Menu and the table is the Display drop-down menu, which allows to filter the needed reservations by their status. The default selection is All – all reservations are displayed.

The other statuses are:

MFC(money) – the customer is charged for the deposit.

Wait.(waiting) – the reservations, which are waiting for the acceptance from the non-free-sell partner

Accp.(Accepted) – the reservations, which are accepted by the non-free-sell partner (car rental).

Ref.(Refused) – the reservations, which are refused by the non-free-sell partner.

Conf.(Confirmed) – the confirmation e-mail has been sent to the customer.

Completed – the completed reservations, which are now just waiting the pick-up date. After it has arrived, they will move automatically to the Archive status.

Mod.(modified) – reservations, which have been modified

Adv.s.(advice sent)

Adv.r.(advice replied)

Last Cancelled – the reservations, which have been cancelled.

Last Modified – the reservations, which have been modified.

Archive – after the reservation is completed and it’s pick-up date is passed, the reservation moves to the Archive status, where it is held for 12 months. After that period, the reservation is saved as .txt file and erased from the online system.

The other drop-down menu above the table is Find. This menu and fields allow the user to search for the specific reservation. The drop-down menu includes 20 different topics to narrow the search process:

ID Number – the number of reservation.

Alt. Number – the additional number of reservation.

Country – the country, where the car is rented.

Location (short) – the car rental’s location’s short name.

Location – the car rental’s location

Reservation Date – the date, when the reservation was made.

Car Type – the type of the car.

Car Class – the class of the car.

Date of Arrival – the pick-up date of the car.

Date of Departure – the drop-off date of the car.

Date of Birth – customer’s date of birth.

First Name – customer’s first name.

Last Name – customer’s last name.

E-mail Address – customer’s e-mail address.

Residence – residence country of the customer.

Phone Number – customer’s phone number.

Fax Number – customer’s fax number.

Card Number – customer’s credit card number.

Flight Number – customer’s flight number.

Airline – airline of the customer.

The ten columns in the table are:

ID – the reservation number.

State Loc. – the location and country (in short) of the car rental.

Reserved – the date and time of reservation.

Car Type, Group – car type and class.

Arrival – the pick-up date and time.

Departure – the drop-off date and time.

Name – the full name of the customer.

Car – the status of the car (“-“ – Undetermined, “A” – Available, “N/A” – Not Available)

Status – the status of the reservation (“New” – New, “Proc” –Processing, “Canc” – Cancelled, “Comp” – Completed)

Modify – this column shows, if the reservation has been modified or not. (Yes/No). If the reservation modifying needs a comment from the customer or partner, then there is “!” sign – by moving the cursor over it, you will see the comment.

The page is loaded by default in chronological order of the Reserved column – the newest reservations are on the top. The order of displaying can be set by clicking on the header of these 7 columns ID, State Loc., Reserved, Car Type   Group, Arrival, Departure, Name. The second click on the header will reverse the order.

The user can view and make needed actions to the reservations, by clicking on their ID numbers.


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2.2 Reservation details

The Reservation page allows the user to view all details about the reservation, make actions to it and view previous actions (Screenshot 3).

Screenshot 3. Reservation’s details page

At the top of the page, under the Main Menu, the user can view the status of the reservation. The page displays the details of the reservation as follows:

Confirmation No – the confirmation number (reservation number)

Title – title of the customer

First Name – customer’s first name

Last Name – customer’s last name

Address – customer’s address

City – residence city of the customer

Country – customer’s residence country

State/Province – customer’s residence state or province.

E-mail – the e-mail address of the customer

Phone – customer’s phone number

Fax – customer’s fax number

Zip – the ZIP code at the place of customer’s residence

Discount code

Broker code

Cardholder’s name – credit card owner’s name

Method of payment – credit card type

Card expire date – credit card expire date

Card number – credit card number

Cvv2/cvc2 – the three digits on the back of the credit card

Pick-up location – the location of car’s pick-up

Pick-up time – pick-up date and time

Drop-off location – the location of car’s drop-off

Drop-off time – drop-off date and time

Car – the type and class of the vehicle

Extras – the extra services or equipment chosen by the customer

Need pick-up service – a query about the need for pick-up service

Info – the location of the pick-up.

Need drop-off service – a query about the need for drop-off service

Info – the location of the drop-off.

Customer comments – This fields contains the customer comments about whatever he/she likes.

Total Price – the total sum of the rental.

By clicking on the Change link, the user can modify any of the reservation details

If the modification is made to New reservation (deposit not charged yet), then the status will become Modified.


If the deposit is charged and then any modifications are made that affect the sum of deposit, the Reservation page will display the difference between the old and the new reservations (Screenshot 4). In this case, deposit must be charged again for the difference.

Screenshot 4. Reservation details after modifications.

Delete Entry link deletes the reservation from the system – it can not be recovered in any way. This action should be executed only if the user is sure, that the reservation won’t be needed in any way (was made by mistake, testing, etc.).

Cancel link cancels the reservation. The cancelled reservation still remains in the system with Cancelled status.

Complete link tells the system that everything is ok with that reservation (money is taken etc.).

History link displays the history of all actions made to the reservation below the reservation (Screenshot 5.).

Screenshot 5. The History of the reservation

The drop-down menu below the previous links allows to select from among several actions to be executed on the reservations (Screenshot 6). After the selection, OK button should be clicked on.

The selection possibilities are:

Send Confirmation:

HTML – allows to send the confirmation voucher to the customer by e-mail in HTML format

TEXT – allows to send the confirmation voucher to the customer by the e-mail in TEXT format

Inform Customer About:

Modifications – if any modifications are made to the reservation and the user wants to verify, he/she uses this link

Cancellation – allows to inform the customer that his/her reservation is cancelled

 

Screenshot 6. Set of actions drop-down menu.

 

Invalid Credit Card Info – allows to inform the customer about invalid credit card info.

Modifications Not Possible – allows to inform the customer that the desired modifications were not possible.

Inform Partner About:

Modifications – allows to inform the partner about modifications made to the reservation

Cancellation – allows to inform the partner that reservation was cancelled

Change Car Status To:

Unavailable – allows to change the status of the car to unavailable

Available – allows to change the status of the car to available

Just in Case:

Resend Query To Partner – allows to re-send the query to the partner

Send Comments To Customer – allows to send comments to the customer

Insert Alt. Reservation No – allows to insert the alternative reservation number

Resend Confirmation To New Email – allows to re-send the confirmation voucher in HTML format to any new e-mail address

Resend Query To Partner To New Email – allows to re-send the query to the partner to any new e-mail address.


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3. Add admin info

Add Admin Info section includes many different pages, which allow to administrate all aspects of car and location information.

The submenu of this section includes the following links:

View Location

Vehicles

Insurances

Extras

Vehicle Pictures

Extra Pictures

Daily Ranges

Seasons

Screenshot 7. View location sub page

 

3.1 View location page

By default is displayed View Location sub page (Screenshot 7), which allows to administrate every aspect of location info. The location has to be selected from the three-column table at first. The user must navigate to the preferred location by selecting the country from the first column, then the city from the second and location from the third.

At the bottom of the page there are four radio buttons, which allow choosing in between viewing Rate Info, Location Info, Term and Conditions, and Click Counter. The Ok button at the right top corner has to be clicked to display the chosen page.

3.1.1 Rate info sub page

Choosing Rate Info will open the page where user can choose desired cars and extras for this location and set up their prices. If the location is a new one, then all fields are empty and user has to fill them or choose from drop-down menus.

Under the menu at the top the user can see the name of the country, city, location and number of car types offered at this location (Screenshot 8.)

Screenshot 8. Groups section.

The first part of the page is Groups section, which allows choosing from among available groups (Available drop-down menu). If there is a need to add a new group, the name of the new group has to be inserted to the field below the drop-down menu (Enter new or select from list), and the Add radio button checked. The Ok button in the right will confirm the action. In order to delete an existing group, the user has to select the name of the group, check the Delete radio button and click on OK button. Modify radio button allows the user to rename the group.

The second part of the page is Classes section (Screenshot 9). The operations are exactly the same as in Groups section, but apply to Classes.

Screenshot 9. Classes section.

The next is the Add Vehicle section (Screenshot 10). By the help of it, the user is able to add new vehicles to the location. The vehicles can be selected from Available selection box. Next the Group (optional), Class, and Car type information have to be added by corresponding drop-down menus. Clicking on OK button will confirm the addition of the new car.

Screenshot 10. Add vehicle.

The user can edit the available vehicles by the next – Edit vehicle section. First the vehicle has to be selected from the Available selection box. The changeable parameters of the vehicle include Group, Class, Doors (number of them), Seats (number of them), Transmission (automatic/manual), Airco (Air conditioner availability), Airbag, and Fuel (all by corresponding drop-down menus). This section also allows to add comments about the vehicle. The comments will be displayed when the customer clicks on the Info link at the particular location in the process of booking. The user selects the needed car and inserts comments into the Comments text box. In order to confirm the changes the Change radio button has to be chosen at the bottom of the section and the OK button clicked at the top right hand corner of the section.

Screenshot 11. Edit vehicle section.

To delete the car, the user must select the desired vehicle, chooses Delete option and click OK button.

The vehicle can also be blocked (i.e. it is not offered for rental), if the user selects the desired vehicle, chooses Block option and click OK button.

The last feature of this part is Convert into guaranteed reservation option. It allows to change the vehicle in the free-sell location to a guaranteed reservation status. The user selects the needed car, chooses Convert into guaranteed reservation option and clicks OK button.

The Pricelist section of the page allows the user to set daily/weekly prices for given car Classes (Screenshot 12). The user selects the vehicle class from the Class field and inserts all fields below in this section. After the prices are inserted, the user clicks on the OK button at the top right hand corner of the section.

Screenshot 12. Pricelist section – 1

On the Screenshot 12, for example, the user has just to fill 2 fields: per/day and per/week. It means that this location has one season (the price doesn’t change depending on the season of the year) and the prices can differ in two ways: one price for the day and another price if the customer rents the vehicle for 7 days.

On the Screenshot 13, there is also one season during the year, but the daily rate is based on another system: the price will depend on the number of rental days: one price for renting 1-2 days, another price for renting 3-7 days and another price if more than 7 days. The system also allows to increase or decrease the rate depending on the weekday. As seen on Screenshot 13, there are fields for every day of the week, into which a positive or negative percentage can be inserted (that amount will be added or subtracted from the rate).

Screenshot 13. Pricelist section – 2.

Sometimes locations have several seasons. The prices for all seasons are different and are to be inserted separately.

The next sections is Extras (Screenshot 14). It allows to add/modify/delete extra services or equipment offered at this location. The add new extra, user selects the desired extra from the Enter new or select from list drop-down menu, inserts comments for this extra to the Comments text box, inserts the price into Price field, inserts the number of this particular extra available at the location into Amount field, fills the Max price field, which is meant to determine the maximum sum, over which the price will not rise (for example if the price per day for the extra is 10 EUR and Max price is 50 EUR, it means, that price will not be more than 50 EUR even if the reservation is made for more than 5 days), chooses Price per Day or Rental (if Day option, then the price is multiplied on the number of rental days and if Rental option, then the price is set per rental and does not depend on the number of rental days), chooses Add option on the right and clicks OK button on the top right hand corner of the section.

Added extras are displayed in the Extras field and by selecting them from there the user can modify or delete the extra using Modify and Delete options below, on the right.

Screenshot 14. Extras section

The last part of the page is Insurance section (Screenshot 15). It allows to add/modify/delete insurance types offered at this location. The add new insurance type, user selects the desired insurance from the Enter new or select from list drop-down menu, inserts comments for this insurance to the Comments text box, inserts the price into Price field, fills the Max price field, which is meant to determine the maximum sum, over which the insurance price will not rise (for example if the price per day for the vehicle is 10 EUR and Max price is 50 EUR, it means, that price will not be more than 50 EUR even if the reservation is made for more than 5 days), chooses Price per Day or Rental (if Day option, then the insurance price is multiplied on the number of rental days and if Rental option, then the price is set per rental and does not depend on the number of rental days), chooses Add option on the right and clicks OK button at the top right hand corner of the section.

Added insurances are displayed in the Insurances field and by selecting them from there the user can modify or delete the insurance type by using Modify and Delete options below, on the right.

Screenshot 15. Insurance section


3.1.2 Location Info sub page

The second option on the View Location page is Location Info. This selection opens the page, where the user can administrate location’s contact info and price calculation system.

The page could be divided in mind into several pieces. The first part (Screenshot 16) has the following fields:

E-mail 1 – rental’s e-mail address

E-mail 2 – rental’s second e-mail address (not required)

Tel – rental’s telephone number (not required)

Toll Free – the number of phone on which customer can call without paying (not required)

Fax – rental’s fax number (not required)

Website – rental’s website (must include http://) (not required)

Account No – rental’s account number (not required)

Rate Code – rental’s rate code (not required)

Address – location’s address

Business hours – location’s opening hours (not required)

Logo – rental’s logo (not required)

Currency –the currency of the location

Car Rental – the user chooses if the location supports stand-by reservations or guaranteed reservations

Extra ID - by marking this check-box, the partner has the option to add it’s own (alternative) reservation number.

Screenshot 16. Location info page

The next section defines the rules concerning the age of the driver (Screenshot 17). The policy must be selected from Driver’s Age drop-down menu. The Yes/No radio buttons define, if the same applies to Additional driver. If yes, then the policy has to be selected from corresponding drop-down menu, too.

Next the user has to define by radio buttons, if the location offers insurance (Screenshot 17). The possibilities are no insurance (the location offers no insurances), include insurance cost into the total (i.e. the cost is included into the rental price and not shown separately), and show insurance cost separately (the opposite of previous).

The next part of the Location Info page consists of Daily and Season Ranges. The user must select one of the Daily Ranges and one of the Season Ranges from the drop-down menus (Screenshot 17).

Next the user has to set the payment options for that location (Screenshot 17). First he/she has to select between radio buttons Show all in one drop-down menu or Show Cash or/and Credit Card info. In the first case, the payment options are displayed in a simple drop-down menu and the client can insert whatever information he/she likes. In second case, algorithms are applied to the card info inserted to verify if it can be a card of that type at all. The system does not check if the card is valid or has any money on it. The client can choose from only those payment methods, whose check boxes are checked.

Screenshot 17. Location info page – 2

The next section defines, what kind of information about the cars is visible to the customer (Screenshot 18). The user has to select the needed check boxes below the text Car info popup.

If the location offers pick-up and/or drop-off services, the corresponding check boxes have to be checked. If driver is waiting to give or take the keys, the price for this service can be set by Allow waiting check box and Price field.

The boxes in the Customer help menu section allow to insert some location specific directions to the customer (Screenshot 18). The contents of these boxes are displayed in a pop-up window, when the client clicks on help links (displayed as ?) on the car reservation page.

The next two drops-down menus set minimum time length for which a reservation can be made (Minimum period days) and the time period in hours between the booking and the actual use of the car (Start reserv. Hours).

Screenshot 18. Location info page – 3

The last part of the location info page is meant for setting the location’s business hours (Screenshot 19). There is a table with check boxes for every hour of the week. Checked boxes represent business hours. Click on a row/column header will check/uncheck all the hours of that row/header. Clicking on single cells will check/uncheck corresponding hours. When Show colours box is checked, business hours will be displayed in green, others red. Assign Holidays allows the user to set business hours on holidays in a separate pop-up window (Screenshot 20).

If the user has inserted a logo for the location, it will be displayed at the bottom of the page.

Screenshot 19. Location info page – 4

Screenshot 20. Assign holidays.
3.1.3 Terms and conditions sub page

The third option on the View Location page is Terms and Conditions. When there are no terms set, the page looks like on Screenshot 21. The first field is Caption, where the user inserts the header of the terms, then he inserts the text into Body text box and selects one of the three Groups (Rental Conditions, Inclusive, Extras, Personal Touch, Payment Info, and Contact Info), to which the terms will belong.

After all actions are made, the user clicks OK button at the top right corner of the page.

Screenshot 21. Terms and Conditions sub page.

The filled Terms and Conditions page is longer and contains line-separated sections for every inserted term or condition (Screenshot 22). When the administrator wishes to modify or delete any of the terms, he can mark the check-box next to the term and make changes to this particular term if needed. At the bottom of the page there are two buttons: Update and Delete, which will make the action to the checked text fields (terms).

Screenshot 22. Terms and Conditions sub page – 2.


3.2 Vehicles page

Vehicles page is meant to create, modify and delete vehicles (Screenshot 23.).

Screenshot 23. Vehicle page.

To create new vehicle, the user inserts the name of the vehicle into Current field, chooses Add option and clicks OK button at the top of the page.

To modify the existing vehicle, the user chooses the needed vehicle from the Available list (the chosen vehicle will appear in Current field), renames the vehicle, selects Modify radio button and clicks on OK button.

To delete the vehicle, the user chooses the needed class from the Available list (the chosen vehicle will appear in Current field), selects Delete option and clicks OK button. To finish the deleting procedure, the user clicks OK button on the pop-up Alert Window (Screenshot 24.)

Screenshot 24. Pop-up window.


3.3. Insurances page

Insurances page allows to create, modify and delete insurance types (Screenshot 25.). The page looks absolutely the same as Vehicles page and has the same functions, with the only difference, that in the Available field it has the list of insurances, not vehicles.

Screenshot 25. Insurances page.


3.4 Extras page

Extras page allows to create, modify and delete extras (Screenshot 26.). The page looks absolutely the same as Vehicles page and has the same functions, with the only difference, that in the Available field it has the list of extras, not vehicles.

Screenshot 26. Extras page


3.5 Vehicle pictures page

Vehicle Pictures page allows to add car pictures (Screenshot 27.). The user selects the needed vehicle from the list of vehicles – if on the left to the list there is an image displayed, then this vehicle already has a picture. The user can add or replace existing picture by selecting the car from the list and browsing the picture from any drive of his/her computer. After the picture is selected (it appears in the Add Picture field), the user clicks OK button at the top of the page.

Screenshot 27. Vehicle pictures page.


3.6 Extra pictures page

Extra Pictures page allows to add extra pictures (Screenshot 28.). The page looks the same as Vehicle Pictures page and has the same functions; the only difference is that it displays the list of extra services and equipment, not vehicles.

Screenshot 28. Extra pictures page.


3.7 Daily ranges page

Daily Ranges page allows to create, modify and delete daily ranges (Screenshot 29).

To create new daily range, the user selects Add radio button on the bottom of the page and clicks OK button at the top of the page. New page will open (Screenshot 31), where user has to select number of periods from the drop-down menu (Screenshot 32). The number of periods is the number of different price groups in the specific daily range. For example in the 1-2 days, 3-4 days and 5+ days daily range there are 3 periods. After the selection is made, the user clicks on click here link.

On the next page (Screenshot 42. and 43.) user has to insert the proper periods and determine their status: Daily or Weekly. The Daily status means that the price will be multiplied by the number of rental days, the Weekly status will not multiply the price by the number of days set in the period, but just will display the same price for any number of days set into the period.

Screenshot 29. Daily ranges

Screenshot 30. Selection of periods’ number

Screenshot 31. Setting the periods

Screenshot 32. Setting the periods – 2

To modify the daily range, the user selects one of the existing daily ranges on the Daily Ranges page, selects Modify option and clicks OK button to open the page, where he can change the periods and their statuses. After the changes are done, the user clicks click here link.

To delete a range, the user selects one of the existing daily ranges on the Daily Ranges page, selects Delete option and clicks OK button. The Alert Window will ask user to click OK button to finish the deleting procedure.


3.8 Seasons page

Seasons page allows the user to add and delete season ranges (Screenshot 33).

To add a new season, the user selects Add radio button at the bottom and clicks OK button at the top of the page to open next page (Screenshot 34). On this page the user selects the number of season periods and clicks click here link. On the next page the user has to insert the periods of the season range (Screenshot 35.) and after that is done, click on click here link.

Screenshot 33. Seasons

Screenshot 34. Setting the periods

Screenshot 35. Setting the periods – 2

To delete a season range, the user selects the radio button to the left of the range, then Delete radio button and clicks OK button. The Alert Window  (Screenshot 36.) will ask user to confirm the deletion..

Screenshot 36. Alert Window


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4. Mail Admin

Mail Admin section allows the user to modify the default e-mails, that are sent automatically to customers and partners.

The page can be divided into three parts. The contents of an e-mail is visible at the top in three text boxes (Screenshot 37):

Subject – the subject of the e-mail.

E-mail – the main content of the e-mail.

Footer – the footer of the e-mail.

Screenshot 37. Mail admin.

The contents of the text boxes depend on the radio button selection in the middle of the page (Screenshot 38). There is one radio button for every e-mail type in the system. To the left of the button is the e-mail’s code and to the right its description. If a radio button is clicked, its contents will be displayed in the text boxes at the top.

Screenshot 38. Mail admin –2

If order to modify the contents of a certain e-mail, the user has to click on its radio button first. After the editing the contents, he/she has to click on OK button at the top  right corner of the page to confirm the change.

The e-mails content can include abbreviations, which are described in the bottom section of the page (Screenshot 39). The abbreviation is displayed as {ABBREVIATION} and it’s content is taken from the database considering the specific reservation. For example, when sending confirmation e-mail considering the reservation made by John Smith, the {FIRSTNAME} and {LASTNAME} abbreviations are changed for John Smith.

Screenshot 39. Mail admin – 3

5. Logout

To log out of the system, the user clicks Logout link on the main menu.

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